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Clerical Assistant

Date Posted:  Dec 27, 2021
Requisition ID:  293901
Location: 

Indianapolis, IN, US, 46204

 

Work for Indiana

Grow your career with the State of Indiana! With more than 50 executive branch agencies, the State of Indiana is a diverse workforce offering employees stimulating and challenging projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana’s communities every day.

 

At the State of Indiana, we don’t just talk about diversity and inclusion – Our goal is to create a welcoming, accessible, and equitable workplace, with a workforce that is representative of the State of Indiana population. We are proud to be an equal opportunity employer.

 

About the Professional Licensing Agency: 
The Indiana Professional Licensing Agency is seeking an individual to help protect the health and safety of the citizens of Indiana by providing quality, efficient service to all professional licensees, applicants, and the public. The fundamental purpose of this position is to provide administrative support to the board director, the licensing board/commissions, and to directly supervise the customer service representatives’ projects across a broad scope of career opportunities. As a State of Indiana employee, you impact the well-being of Indiana’s communities every day.
 
Salary Information:
The base pay for this position is $14.54/hour.
 

About the Job:

The Clerical Assistant provides technical support functions within a state agency and works with a high degree of independence requiring technical knowledge of agency rules, regulations and general services.

A Day in the Life:

The essential functions of this role are as follows:

  • Coordinates the work activities of administrative and support services such as preparing correspondence, maintaining reference and resource materials and updating files, forms and reports;
  • Composes and types a variety of complex letters and reports; transcribes dictation and prepares statistical, informational and/or work activity reports;
  • Maintains forms and filing processes;
  • Administers processing and accuracy control over the distribution of work activities to lower-level clerical staff by maintenance of special records and through on going contacts with other agencies and departments;
  • Composes correspondence for the Director and signs for Director in case of his/her absence;
  • Acts as a liaison with staff members for Director and verbally communicates with staff members, the public or other agency representatives for Director on assigned task;
  • Prepares travel requests and vouchers and makes reservations and other travel arrangements as needed for staff and visitors;
  • Performs a variety of office tasks such as arranging and maintaining a complex filing system, keeping timesheets and payroll records, maintaining personnel records, operating various office machines and receiving visitors and phone calls;
  • Schedules and/or participates in appointments and conferences (i.e. schedules the sites, prepares agenda, assembles the necessary equipment and prepares and distributes pre- and post-conference materials;
  • Serves as a lead worker on special projects which may include gathering data, collecting material and preparing reports and /or sections of reports;
  • Trains and coordinates work of lower-level clerical staff and may supervise various administrative services such as the screening and distribution of mail, preparing and/or supervising the preparation of office correspondence, maintaining reference materials for staff projects and maintaining an inventory and ordering system for supplies. Coordination of the services involves the supervision and training of clerical employees and clerical supervisors;
  • Ensures compliance with security regulations regarding all classified documents regarding all classified documents in the Director’s office;
  • Develops and recommends administrative policies and procedures in order to improve administrative operations;
  • Interprets statutes, regulations, policies and procedures and communicates the information to the general public and high level officials

The job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may change or be assigned at any time.

What You'll Need for Success:

  • Extensive knowledge of the procedures involved in applying policies, programs and activities of the department as well as working knowledge of other related agency programs and other departments within the same agency;
  • Thorough knowledge of available records and resource material and an ability to trace required information;
  • Thorough knowledge of laws and regulation affecting the division within the agency or institution;
  • Ability to compose technically accurate correspondence and reports using correct grammar, spelling and punctuation;
  • Extensive knowledge of bookkeeping, auditing, and the budgetary process including knowledge of state and federal forms and regulations;
  • Ability to work independently and under pressure;
  • Ability to supervise and instruct others in the efficient management of the agency;
  • Ability to attend to detail and maintain accuracy and confidentiality;
  • Ability to arrange meetings and conferences including the preparation of pre-and post-conference materials;
  • Ability to act in a liaison capacity with staff and representatives of other agencies and departments.

Supervisory Responsibilities/Direct Reports:

This role provides direct supervision for one or more staff members.

 

Benefits of Employment with the State of Indiana:

The State of Indiana offers a comprehensive benefit package for full-time employees which includes: 

  • Three (3) medical plan options (including RX coverage) and vision/dental coverages 
  • Wellness program (offers premiums discount for the medical plan) 
  • Health savings account (includes bi-weekly state contribution) 
  • Deferred compensation account (similar to 401k plan) with employer match 
  • Two (2) fully-funded pension plan options 
  • Group life insurance 
  • Employee assistance program that allows for covered behavioral health visits 
  • Paid vacation, personal and sick time off 
  • Competitive leave policies covering a variety of employee needs 
  • 12 company paid holidays, 14 on election years 
  • Qualified employer for the Public Service Loan Forgiveness Program 
  • New Parent Leave 
  • Free Parking 
  • Free LinkedIn Learning 

 

Equal Employment Opportunity:

The State of Indiana is an Equal Opportunity Employer.

 

Current Employee? Click here to apply.


Nearest Major Market: Indianapolis